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Location

Chantilly, Loudoun County, VA | United States

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Job description

System One is seeking a Office Coordinator/Receptionist in Chantilly, VA.

Position Overview:


Responsible for day-to-day office operations and procedures and performs various clerical duties in an office. Manages all facility related activities at the property. Coordinates employee moves/adds/changes. Monitors work order requests expeditiously and brings them to a satisfactory conclusion. Functions as liaison with building property management. Also responsible for mailroom and receptionist responsibilities.

Responsibilities:


· Coordinates and manages vendor/service provider activities.
· Coordinates with other Assigned Business Unit support functions (IS/Repro/Security).
· Responsible for arranging for after-hours heating, ventilating, and air conditioning as needed.
· Acquires, distributes, and disposes furniture as needed with approval from Assigned Business Unit Region Manager or Deputy Region Manager.
· Orders supplies from corporate vendors for departments/staff as needed.
· Coordinates office assignments and moves.
· Manages off-site storage.
· Reviews facilities projects with Assigned Business Unit Region Manager or Deputy Region Manager for approval.
· Coordinates with Assigned Business Unit Region Manager or Deputy Region Manager on all facilities related matters.
· Coordinates with Talent Management to on-board and off-board employees.
· Manages equipment maintenance and supplies.
· Acts as Security/Emergency Coordinator, supporting office business continuity plan if needed.
· Prepares and plans for annual budget as needed.
· Acts as member of Office Safety Committee.
· Ensures the availability/maintenance of AEDs (Automated External Defibrillator), fire extinguishers, and first aid supplies.
· Coordinates Health and Safety training and testing.
· Handles incoming and outgoing mail, supply ordering and distribution, and facility maintenance as it pertains to office space and phones.
· Maintains visitor sign-in book and emergency evacuation plan.
· Act as Emergency 911 Desk Respondent.
· Processes OCR’s for vendor invoices, and submits for payment.
· Assigns/Monitors Alternative Workplace Strategies (hoteling) space and report usage monthly.
· Attends scheduled facility team meetings.
· Ensures adherence to all corporate, contractual, ethics and safety standards, policies and procedures.
· Reporting includes Workplace Risk Assessment, Office Space Estimate (OSE), Occupancy Report, Recycling Report, and MSDS (Material Safety Data Sheets) for products used onsite.
· Responsible for greeting visitors and maintaining visitor sign-in book.
· Answers incoming calls, screens callers and directs calls accordingly.
· Maintains and updates information on Safety and Employment/Labor Relations bulletin boards.
· Coordinate and/or schedule any special conference room requests (i.e. projectors, video teleconferencing, easels, catering, etc.).
· Ship and receive mail and packages.
· Maintain appearance of conference rooms/break areas/common areas.
· Provide one Assigned Business Unit paid UPS/FedEx shipment per week.
· Performs other responsibilities unique to the location.
Performs other responsibilities associated with this position as may be appropriate.

Education:

• High school diploma (or equivalent) and typically 5+ years of related experience. Some college level education or facilities related certification coursework preferred.
• Proficient with Microsoft Excel.

Requirements:

• Strong written and oral communication, organizational, interpersonal skills, and customer service skills are required.
• A demonstrated proficiency in the use of internet search engines, electronic mail systems, and spreadsheets is required. A working knowledge of company policies and procedures is preferred.
• Ability to work on individual tasks and team tasks.
• Ability to work with various levels of staff.
• Must function effectively under time constraints, schedule workload to meet deadlines, and have the ability to prioritize.
• Applies knowledge and skills to details of work.

Additional Details:

• Temp to hire
• Monday – Friday (In office position)
• 8am-5pm
• Weekly Pay
• Benefits
• 401k
• $20-$25 an/hour

#M1

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Job tags

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Salary